Your medical records can hold a lot of value for both your personal and professional life. These records are meant to document the management of your health, provide proof of services, track your health expenses, protect you against legal cases, and help settle insurance disputes. However, most importantly, retaining your medical records ensures you receive the proper care for your specific needs.
These best practices for organizing your medical records will prove to be useful should you ever need to change doctors, move to a new location, get sick while traveling, or require an emergency room visit.
The Importance of Retaining Your Medical Records
When your medical records are well-kept and up to date, it can make it so much easier for you and your provider to administer treatment, especially if any one of the above changes we listed were to occur. A few other reasons why you want to keep medical records are:
To apply for disability benefits
To help manage an HSA or FSA account
To see if you qualify for tax deductions
To avoid duplicate treatments and bills
To use in a malpractice case
To ensure there are no discrepancies with your health information
Types of Medical Documents You Should Retain
With so many formal documents to keep track of, it can be overwhelming trying to figure out what is important and what isn’t important. To help guide you, here are a few important medical records you should always retain.
Current health information
This should include items you will need in case of an emergency, such as if you have a pacemaker, a stent, hearing or vision problems, or a life-threatening allergy. You’ll also want to make sure you keep a list of any chronic health conditions or diagnosis like asthma, diabetes, or high blood pressure, and any medications you might be taking.
Medical history
Your medical history records should contain all instances where you had to see a doctor. This includes treatments for broken bones, vaccinations, immunizations, health screenings or annual physicals, preventive health screenings, surgeries, and medications you’ve taken in the past.
Family health history
Keeping records of your family’s past medical history can prove to beneficial in your medical treatments. Family history can indicate whether a person is susceptible to heart disease, stroke, cancer, diabetes, or any other genetically transmitted health problems.
Legal documents
Although legal documents aren’t considered medical records, they are still relevant and can help back up medical claims or discrepancies and provide guidance for care if you become incapacitated. These documents contain information about your living will or power of attorney. This information can prove vital should you be in a position where you are unable to make your own health decisions.
How Long Should You Keep Medical Records
When it comes to retaining your medical records, the short answer is to retain them for life. While most doctors and hospitals retain patient medical records, they typically only keep them on file for 5-10 years. Additionally, some U.S. states don’t require hospitals to keep a patient’s medical record on file. To avoid losing your medical records, it’s best that you retain copies for yourself.
How to Organize and Store Your Medical Records
There are many ways to organize and store your medical records. This can include using a digital platform, a traditional filing system, or leveraging both tools. The most important thing is that your records are stored in a secure, safe, and easy to access location. See below for a few recommended ways to safely and securely store your medical records.
Use a medical binder: If you choose to keep a medical binder, be sure it’s a wide three-ring binder that can support tab dividers or pocket folders. Using tab dividers, pocket folders, or both can help you easily categorize records by date, diagnosis, procedure, hospital, or doctor.
Keep a running list of medications: Whether you are currently taking medication or have taken medication in the past, it’s important to keep a list of those medications. This can be added to your medical binder or stored on a digital platform. Make sure the list includes the name of your medication(s), dosage, why you are taking it, and if there are side effects associated with the meds. If you ever need to go to the doctor, you can easily hand them this list and update it based on the doctor’s recommendations.
Make copies of your records and have a trusted family member or caregiver keep them: This is probably one of the most important steps in organizing and storing your medical records. Life happens and things can easily get misplaced or destroyed. To avoid this, always make copies of your medical records, then have a trusted friend or family member keep the copies in case something happens to your original records. Additionally, your doctor may have copies of your records as well so always check in with your doctor to make sure those records are kept up to date.
Regularly update your medical records: Be sure to make it a habit to update your medical records regularly. If you visit the doctor frequently, it’s best to update your records after each visit. If you don’t visit the doctor often then it’s best to check your medical records every few months or even once a year.
No matter your stage in life—whether you’re managing your own health, supporting aging parents, or simply preparing for the future—keeping your medical records organized is a crucial step in ensuring your wellbeing. By having them in a secure and easily accessible place, you’ll be prepared for emergencies, avoid unnecessary treatments, and have the documentation needed for important decisions. If you’re unsure where to begin or need help accessing your medical records, your healthcare provider can offer valuable assistance. Taking the time to organize now can save you from potential challenges later.
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